Catering & Conferences Administrative Specialist

Spa Ojai; Ojai (CA); On-site; USD 23,000 - 32,000; Full time

Job summary

Spa Ojai is seeking an Administrative Assistant for Catering & Conference Services to handle front desk inquiries, route calls to managers, and support managers in daily office operations.

The role requires strong MS Office skills, excellent communication, and a calm, professional demeanor in guest interactions. Experience in hospitality software and event coordination is a plus; on-site work in Ojai, CA.

Qualifications

• Essential: Minimum one year administrative experience.
• Essential: Ability to prioritize and organize work assignments.
• Essential: Friendly, professional, caring and helpful demeanor.
• Essential: MS Office including Word, Excel, PowerPoint, Publisher and Email.
• Essential: Excellent verbal and written communication skills.
• Essential: Ability to work without constant supervision, self-motivated.
• Essential: Ability to organize and prioritize duties.
• Essential: Stay calm and courteous with guests.

Responsibilities

• Answer phone calls promptly and direct to appropriate person.
• Create inquiries in Delphi; send wedding or catering information via email; route to Special Events Sales Manager.
• Ensure outgoing correspondence is accurate and on-brand for OVI&S style.
• Maintain office areas and personal work space in organized, clean condition.
• Keep par stock materials up to date (office supplies, brochures, files).
• Maintain BEO & Resume Master Book daily; process weekly/daily BEO distribution.
• Distribute meeting critiques and tally results; follow up on traces.
• Assist with contracts, site profiles, and diagrams; coordinate with F&B for space blocking.

Skills

Year admin experience

Prioritization

Friendly demeanor

MS Office proficiency

Verbal & written communication

Self-motivation

Organizational skills

Guest interaction calmness

Delphi/Daylight familiarity

Opera/Springer Miller

Room Viewer/Meeting Matrix

Tools

Delphi/Daylight

Opera/Springer Miller

Room Viewer/Meeting Matrix

Job description

Spa Ojai is seeking an Administrative Assistant for Catering & Conference Services to handle front desk inquiries, route calls to managers, and support managers in daily office operations.

The role requires strong MS Office skills, excellent communication, and a calm, professional demeanor in guest interactions. Experience in hospitality software and event coordination is a plus; on-site work in Ojai, CA.